Notice to Bidders: Request for Bid WCSD-25-061 Autonomous Vacuum

Request for Bid
WCSD-25-061 Autonomous Vacuum

1. Request for Bid
The Waukee Community School District (Waukee CSD) is seeking qualified Bidders to provide
nine (9) Karcher Kara CV50 Autonomous Vacuums to be delivered no later than July 1, 2026 for
the District to use in buildings.
1.1 Waukee CSD intends to award one bidder.
1.2 Bid Response
Please include the following in the Bid Response:
1.2.1 Complete Attachment A - RFB WCSD-25-061 Pricing Form.
1.2.2 Complete Attachment B - Bid Certification Sheet.
1.2.3 Complete Attachment C - Conflict of Interest Form
1.2.4 Complete Attachment D - Sex Offender Acknowledgement Form
1.2.5 All Warranty Information.
2. Contract Term
Final award is contingent upon approval by the Waukee CSD Board of Education and the
District's legal counsel.
After selection, Waukee CSD will meet with the Bidder for the purpose of negotiating an
Agreement that is acceptable to both parties. In the event that the parties do not achieve an
acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with
other Bidders. Should the above process not result in a contract, Waukee CSD will re-evaluate
relevant issues and take appropriate follow-up action.
The awarded contract shall be a Purchase Order.
3. Notice to Suppliers
3.1 RFB Schedule
Event Open: 05/06/2026 6:30 PM CST
Question Submission Close: 05/13/2026 2:00 PM CST
Event Close: 05/20/2026 3:00 PM CST
Board Notification and Approval: 05/26/2026
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3.2 Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by May 13, 2026 2:00 PM CST. The Waukee CSD will
provide responses to those questions deemed appropriate at:
https://www.waukeeschools.org/district/departments/business-services/notice-to-bidd
ers/. Answers will not be provided on an individual basis.
3.3 Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will be the
Purchasing Agent listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of any
digital files.
3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD's decision to all suppliers.
3.5 Bid Submission:
Bids are due May 20, 2026 at 3:00 PM CST. Bids shall be submitted electronically via
email to jjanssen@waukeeschools.org as outlined below, prior to the Bid deadline. Bids
should be signed by an authorized individual to bind the firm, and shall be valid for at
least sixty (60) days.
Please mark your email bids: "RFB WCSD-25-061 Autonomous Vacuum". The school
district reserves the right to reject any and all bids and to accept the bid deemed to be in
the best interest of the school district in its sole and absolute discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Bidder as public records unless the
Bidder properly requests that specific parts of the Bid be treated as confidential at the
time of submitting the Bid AND the information is confidential under Iowa or other
applicable law. Waukee CSD's release of public records is governed by Iowa Code
Chapter 22. Bidders are encouraged to familiarize themselves with Chapter 22 before
submitting a Bid. Waukee CSD will copy and produce public records as required to
comply with Chapter 22 or other applicable laws.
3.7 No Minimum Guaranteed
Waukee CSD anticipates that the awarded Bidder will provide services as requested by
Waukee CSD. Waukee CSD will not guarantee any minimum compensation will be paid to
the Respondent or any minimum usage of the Bidders services.
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4. Scope of Work
4.1 Product/Item Specifications
Eight (8) Each Karcher - Kara CV50 Autonomous Vacuum Item # 9.810-580.0
Includes:
2 Each Batteries
1 Each Charger
4 Each Side Brushes
1 Each Roller Brush
1 Each Filter
Additional Parts:
1 Each Additional Battery Item # 2.445-075.0
1 Each Set of Side Brushes Item # 2.889-428.0
1 Each Set of Rubber Blade Item # 2.889-430.0
1 Each Hepa Filter Item # 2.889-425.0
1 Each Set Start Marker Item # 2.889-431.0
4.1.1 There must be no minimum quantity or minimum total cost amount
4.1.2 Must guarantee all items are in new condition and free of any defects or
damages.
4.1.3 Must be a single point of contact for all returns and replacements.
4.1.4 Must provide and honor manufacturer warranty of three (3) years parts and
labor.
4.1.5 Must be delivered no later than July 15th, 2026.
4.2 No Equivalents or Alternates shall be accepted by the District at this time.
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5. Terms and Conditions
Bidder agrees to all terms and conditions listed below:
5.1. Laws
The laws of the State of Iowa must apply in all disputes.
5.2. Background Check
The Bidder must certify that all employees employed in support of this contract who
have direct contact with students, which is defined to mean being in the presence of
students during regular school hours or during school-sponsored activities, have not
been convicted of;
1. A felony;
2. Any offense involving the sexual molestation, physical or sexual abuse of a child
3. A crime of moral turpitude.
Bidder must provide documentation when requested by Waukee CSD.
5.3 Proper Conduct
5.3.1 Bidder and all employees must adhere to proper conduct at all times. Proper
conduct includes, but must not be limited to the following: There must be no
weapons, drugs or alcohol on the premises. No employee of the Bidder must be
permitted to carry weapons or use these substances when performing work
under the resulting Contract on Waukee CSD owned property.
5.3.2 Bidder and their employees must conduct business in a professional manner at
all times.
5.3.3 No secured doors left open or unlocked.
5.3.4 Bidder may be asked to remove an employee it deems careless whose continued
employment on Waukee CSD property is not in the best interest of the Waukee
CSD.
5.4 Damages
5.4.1 Bidder must report and repair any damage or injury caused in the performance
of their work to existing facilities, structures, grounds, systems, equipment,
parts or buildings to Waukee CSD Operations immediately.
5.4.2 Bidder must replace, repair, or otherwise remedy to its original condition any
damages made to the existing structures, grounds, systems, equipment, parts or
buildings by the Bidder in the performance of their work at their sole expense
and no cost to Waukee CSD.
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5.5 Subcontractor
The Bidder(s) must not utilize subcontractors except in emergencies when preauthorized
in writing by the Waukee CSD.
5.6 Insurance Requirements
The Waukee CSD will require the supplier to show proof of insurance prior to awarding
the Bid. See Attachment C for Insurance requirements. Awarded Bidder must provide
Certificate of Insurance to Waukee CSD once intent to award is issued.
5.7 Payment Terms
Payment will be made within thirty (30) days after receipt of a valid invoice for all goods
and/or services received and accepted.
5.8 Invoicing
All invoices must provide details of all charges. Waukee CSD will not provide pre-
payments. All invoices shall be rendered promptly to Waukee CSD, 506 Waukee SE
University, Iowa 50263 after all goods and/or services covered by the invoice have been
provided. No invoice may include any cost other than those identified in the Order
referencing the Contract. Invoice(s) shall provide at a minimum:
Name of the ordering department
Description of the goods and/or services provided
Contract number
Purchase order number
Invoice number
Invoice date
Invoice amount
5.9 Shipping Terms
FOB Destination, Freight Pre-Paid
5.10 Tax Exemption
Waukee CSD is exempt from Federal Excise Taxes, Transportation Taxes and Iowa Sales
and Use Taxes. Do not include taxes when submitting invoices. Exemption certificate will
be furnished upon request.
5.11 The Waukee CSD reserves the right to reject any or all bids, waive irregularities or
technicalities in any bid or to seek clarification upon responses received, which it deems
to be in its best interest.
5.12 This Request for Bid must be construed in accordance with the laws of Dallas County,
Iowa. Wherever differences exist between Federal and Waukee CSD statutes or
regulations affecting this procurement, interpretation must be in the direction of that
which is most beneficial to the interests of the Waukee CSD. Selection criteria will be
based on many factors, including but not limited to price, inclusions/exclusions, contract
terms, service levels, etc.
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5.13 Compliance with Federal, State, and Local Laws and Federal Immigration Law
The contractor does not, and shall not during the performance of the contract for goods
and services in the State of Iowa, knowingly employ an unauthorized alien as defined in
the federal Immigration Reform and Control Act of 1986.
5.14 Indemnification
Contractor agrees to indemnify Waukee CSD, its officers, agents, and employees for any
loss, liability, cost, or reasonable settlement cost incurred as a result of any claims,
damages and actions of any kind or nature, whether at law or in equity, arising from or
caused by the use of any materials, goods, or equipment of any kind or nature furnished
by the contractor/any services of any kind or nature furnished by the contractor,
provided that such liability is not attributable to the sole negligence of the using agency
or to failure of the using agency to use the materials, goods, or equipment in the
manner already and permanently described by the contractor on the materials, goods or
equipment delivered.
Contractor shall indemnify, keep and save harmless Waukee CSD, its agents, officials,
employees and volunteers against claims of injuries, death, damage to property, theft,
patent claims, suits, liabilities, judgments, cost and expenses which may otherwise
accrue against Waukee CSD in consequence of the granting of a contract or which may
otherwise result therefrom, if it shall be determined that the act was caused through
negligence or error, or omission of the Contractor or his or her employees, or that of the
subcontractor or his or her employees, if any; and the Contractor shall, at his or her own
expense, appear, defend and pay all charges of attorneys and all costs and other
expenses arising therefrom or incurred in connection therewith; and if any judgment
shall be rendered against Waukee CSD in any such action, the Contractor shall, at his or
her own expense, satisfy and discharge the same. Contractor expressly understands and
agrees that any performance bond or insurance protection required by this contract, or
otherwise provided by the Contractor, shall in no way limit the responsibility to
indemnify, keep and save harmless and defend Waukee CSD as herein provided.
5.15 Termination of Contracts
Contracts will remain in force for full periods specified and/or until all articles ordered
before date of termination shall have been satisfactorily delivered and accepted and
thereafter until all requirements and conditions shall have been met, unless:
Terminated prior to expiration date by satisfactory deliveries of entire contract
requirements, or upon termination by Waukee CSD for Convenience or Cause.
Extended upon written authorization of the Purchasing Specialist and accepted by
Contractor, to permit ordering of unordered balances or additional quantities at contract
prices and in accordance with contract terms.
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5.16 Termination for Convenience
A contract may be terminated in whole or in part by Waukee CSD in accordance with this
clause whenever the Purchasing Specialist shall determine that such a termination is in
the best interest of Waukee CSD. Any such termination shall be effected by delivery to
the Contractor at least five (5) working days prior to the termination date of a Notice of
Termination specifying the extent to which performance shall be terminated and the
date upon which termination becomes effective. An equitable adjustment in the
contract price shall be made for completed service, but no amount shall be allowed for
anticipated profit on unperformed services.
5.17 Termination of Contract for Cause
If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his
or her obligations under this contract, or if the Contractor violates any of the covenants,
agreements, or stipulations of this contract, in addition to Waukee CSD's remedies under
the contract and all other rights available at law or in equity, Waukee CSD shall have the
right to immediately terminate this contract. Such termination shall be effected by
delivering a notice of termination to the Contractor at any time specifying the effective
date of such termination. In such event all finished or unfinished documents, data,
studies, surveys, drawings, maps, models, and reports prepared by the Contractor under
the contract shall, at the option of Waukee CSD, become its property and the Contractor
shall be entitled to receive just and equitable compensation for any satisfactory work
completed on such documents.
Notwithstanding the above, the Contractor shall not be relieved of liability to Waukee
CSD for damages sustained by Waukee CSD by virtue of any breach of contract by the
Contractor for the purpose of set off until such time as the exact amount of damages
due to Waukee CSD from the Contractor is determined.
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ATTACHMENT B - BID CERTIFICATION
I certify that the contents of the Bid submitted on behalf of (Name of Bidder) in response to Waukee
Community School District for RFB WCSD-25-061 for Autonomous Vacuum are true and accurate. I also
certify that Bidder has not knowingly made any false statements in its Bid.
Acceptance of Terms and Conditions
I certify that I have carefully read the specifications, terms, conditions, and instructions contained within this
document and that I understand, acknowledge, and agree to all the language set forth in this document. I
recognize, by signing this document and submitting my bid with Waukee CSD, that as the Bidder I am fully
acknowledging and accepting the language contained within this RFB document.
Certification of Independence
I certify that I am a representative of Bidder expressly authorized to make the following certifications on
behalf of Bidder. By submitting a Bid in response to the RFB, I certify on behalf of the Bidder the
following:
1. The Bid has been developed independently, without consultation, communication or agreement
with any employee or consultant to the District or with any person serving as a member of the
evaluation committee.
2. The Bid has been developed independently, without consultation, communication or agreement
with any other Bidder or parties for the purpose of restricting competition.
3. Unless otherwise required by law, the information found in the Bid has not been and will not be
knowingly disclosed, directly or indirectly prior to District's issuance of the Notice of Intent to
Award the contract.
4. No attempt has been made or will be made by Bidder to induce any other Bidder to submit or
not to submit a Bid for the purpose of restricting competition.
5. No relationship exists or will exist during the contract period between Bidder and Waukee
Community School District that interferes with fair competition or constitutes a conflict of
interest.
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